Completing Gate Documents

A gate document may exist as a template or a version that the assigned gate owner downloads and makes modifications to prior to saving back Accolade.

Gate documents can consist of check lists, references, or other key information required for capture before, during, or after a gate meeting.

To complete a gate document from a project-specific page:

1. Display the project and navigate to the Project Gates or project-specific page that contains the gate documents.
2. Click the gate document name to display its details and version information. The information displayed is dependent on the document type, and your ownership and responsibilities to the document.
3. Do one of the following:

• Create version from template - Click the file type icon next to the file name in the Template section to download the template. You can download the template at any time by clicking the file type icon in the tile.
• Create version from existing version - Click the file type icon next to the document version you want to download in the Gate Document Version Details section.

Note:  If the template or version is a document containing Accolade field codes, a reference table, or a resource plan, you may be prompted to refresh data in the document with current project information. See Refreshing Accolade Data in Microsoft Documents for more information.

4. Update the document as necessary and save it to location where you can find it easily.
5. Save the document as a published or unpublished version back to Accolade.

Source Type	Description
Upload New Version	Click Upload New Version and select the file to upload to Accolade. Click and drag files from your computer Windows Explorer to the dialog box to upload files immediately.
Link New Version	Click Link New Version to link to an external file on the network or to a website. Enter the directory path to the file and click Link. The file itself is not saved in the Accolade database. Therefore, if the file on the network is moved or renamed, the link to the file breaks. Do not enter a path to a file on your local computer or to a network location using a mapped drive. Other users may not have access to your computer or may have mapped the same drive to a different location. A correctly formatted file path uses the format \\machine name\directory name\...\file name. Beginning the file path with a drive letter creates an incorrect format. Ensure the path is correctly formatted.
Save directly from a Microsoft application	If you have the Accolade Office Extensions add-in, save a version of the file back to Accolade using the Save to Accolade option on the application's File menu.

6. In the Versions section, enter any comments regarding the versions, such as what has changed.
7. Select the Published check box to make the version of the document viewable to users outside the project team and available to Quick Search and Advanced Search.

Unpublished versions are available only to members of the project team and are not included in search results. Only one published version of document can exist at one time. If you choose to publish this version, any existing published versions become unpublished.

8. Click Apply to save the document upload.

Clicking Apply saves the publish and comments information. However, if you exit without clicking Apply, the uploaded version is still saved with the deliverable or activity.

To delete a version, select the check box in the column and click Apply.

Notes:    Process Managers and Idea Managers with Manage Process rights can create versions of gate documents if a gate owner is not assigned to the gate. A setting in the process model determines if gate information can be edited.